Clarification on Knowledge Article Moving to “Pending Retirement” State

[pavan patil]

Hi Team,

I would like to understand how a Knowledge Article moves to the Pending Retirement state in ServiceNow.

• Is this state triggered automatically based on a defined timeline or expiry date?
• Is there any scheduled job or workflow that controls this transition?
• Or does it require manual action from the Knowledge Manager/Owner?

Could you please clarify if there is a standard timeline configuration that moves an article to Pending Retirement?

Thank you in advance for your guidance.

[Tanushree Maiti]

Go Through these 2 community posts- hope it will help you .

Publish Button on Knowledge article - ServiceNow Community

Solved: Re: Publish button is not visible in SOW - ServiceNow Community

[yashkamde]

Yes ! UI Action role settings alone won’t control Workspace visibility,

you must configure it in UI Builder Declarative Actions to expose the Publish button to ITIL users.

If my response helped mark as helpful and accept the solution.

[yashkamde]

Also, you can Add your condition in this section i.e :

gs.getUser().hasRole('itil');

In this Condition section using '&&' operator :

If my response helped mark as helpful and accept the solution

[VaishnaviK3009]

Hi @pavan patil !!

In Service Operations Workspace, button visibility isn’t always controlled solely by UI Action roles like in the classic UI. To make the Publish button visible to ITIL users:

• Check if the Workspace uses a separate UI Action or workspace page configuration for the button.

• Add a role condition such as gs.hasRole('itil') to the UI Action to restrict visibility to ITIL users.

• Verify there are no ACLs blocking ITIL users from accessing the Publish functionality.

• Ensure the Workspace Designer includes the Publish button component and it’s not hidden by default.

Workspace often requires extra configuration beyond the classic UI, so adjusting the UI Action condition and page setup usually solves this.

Mark this as Helpful if it clarifies the issue.
Accept the solution if this answers your question.

Regards,
Vaishnavi
Associate Technical Consultant

[SohamTipnis]

@pavan patil,

You can refer to this article; it will help you to solve your doubts on this.

https://www.servicenow.com/docs/r/integrate-applications/rpa-hub/visibility-cond-button-rpa.html

If you find my answer useful, please mark it as Helpful and Correct ‌😊

Regards,
Soham Tipnis
ServiceNow Developer ||  Technical Consultant
LinkedIn: www.linkedin.com/in/sohamtipnis10